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  • Adjunct Storage Facility Facility Program Volume II

    June 28, 2012

    Timothy D. Baker Maryland State Archives

    350 Rowe Blvd. Annapolis, MD 21401

    410-260-6402 tim.baker@maryland.gov

  • The Maryland State Archives Facilities Program

    Page 1 of 26

    Table of Contents Volume II

    Purpose of the Project

    Project Scope

    Space Requirements Description of Each Element

    Proximity Diagram

    Applicable Codes

    Design Specification Guidance Archival and Special Collections Facilities Guidelines for Archivists, Librarians, Architects, and Engineers (Draft) Society of American Archivists, August 3, 2008.

    Archival Storage Standards Directive, National Archives and Records Administration (NARA 1571), February 15, 2002 Planning New and Remodeled Archival Facilities, Thomas P. Wilsted, Society of American Archivists, 2007 Archives II, Using Technology to Safeguard Archival Records, National Archives and Records Administration, College Park, MD. Program and Specifications, Maryland State Archives, Annapolis, Maryland. DGS Project No. BA-767(2) revised / updated April 1981. Rayner, Judith; Kosek, Joanna; Christensen, Birthe, "Art on Paper: Mounting and Housing." Archetype Publications in Association with the British Museum. Note: The publications under copyright to the Society of American Archivists have been purchased in sufficient quantity for inclusion into this program document. If additional copies are needed, contact the Archives. Other articles used by permission.

  • The Maryland State Archives Facilities Program

    Page 2 of 26

    Purpose of the project

    1. To provide long-term preservation of permanent record material and the states fine art collections in temperature and humidity

    controlled environment;

    2. To consolidate the storage of permanent record material and fine art collections;

    3. To provide for the care and preservation of permanent electronic record material and stand up adequate disaster recovery /

    business continuity infrastructure for critical, permanent electronic record material; and

    4. To provide adequate access to the public through processing and scanning of record material;

    5. To provide for the care and preservation of the States fine art collection through conservation treatment.

    Project Scope This project contemplates the acquisition of an existing 170,000 + warehouse facility on the open market. The facility will then be renovated to provide appropriate levels of temperature and humidity controls and will be retrofitted with records center shelving from the existing warehouses and compact shelving to be acquired as part of the renovation. In our timeline featured in Volume I we have shown some renovation work overlapping with renovation design. This is because we are hoping that we can begin the process of building out compact shelving in one portion of the building while design and then installation of HVAC and other renovations proceed. Following installation of compact shelving, we will begin the process of transferring existing records to the new facility. At the same time we propose de-constructing the existing records center shelving at each of the warehouses and reconstructing it in the new facility. This would take place over the course of a one year period using prison labor. By utilizing a mix of compact shelving and leveraging our existing investment in existing records center shelving, we will be able to accommodate records currently housed at all of our warehouse facilities and will have enough space for anticipated records transfers through FY 2027.

    General Characteristics of the Facility / Architectural and Environmental Considerations

  • The Maryland State Archives Facilities Program

    Page 3 of 26

    The purpose-built archives is designed and built with many unique criteria including:

    Constancy of temperature and relative humidity. In order to achieve the desired storage conditions, the Archives adjunct facility

    needs to be designed with the utmost consideration given to the development of mechanical systems that can adhere to rigorous environmental conditions. Specifically, the storage areas maintain stable and constant temperature and humidity levels;

    Proper air filtration to remove pollution and such contaminants as mold spores. The ability of the mechanical systems to effectively remove particulate matter such as mold spores and other pollutants such as gases is particularly important;

    Sturdy construction with adequate load bearing and the ability to deal with extreme conditions such as tornadoes and hurricanes;

    A maximum fire rating for walls, roof, columns, floors etc., and minimum of combustible materials;

    Specialized fire detection and protection for the storage areas;

    Avoidance of many materials and finishing products that may be common to other facilities but may be damaging to records and art;

    Adequate vapor barriers and insulation to inhibit moisture infiltration and to reduce thermal gain or loss;

    A minimum number of windows and doors;

    Adequate security including perimeter security; internal access and control systems; motion detection and security cameras.

    The facility would include the following elements:

    Element SFRecords Storage 115,000Records Processing 2,500Electronic Archives 5,000Cold Storage 2,000Artistic Property 10,000Staff 1,426kitchen / lunchroom 200Scanning Storage 600Research Room 1,000

  • The Maryland State Archives Facilities Program

    Page 4 of 26

    Reception Area 195Conference Space 500Large Object Storage 5,000Loading Dock 300

    The Artistic Properties program will require a total of 10,000 square feet broken down as follows: Fine Art Storage 8,000Fine Arts Conservation Lab 1,000Fine Arts Processing 1,000Total 10,000

    The total amount of space that will be required for staff is 1,426 square feet.

    Activity SF Archvist / Deputy 250 Records Processing / Reference Professional Supervisor Private (1) 126Professional Supervisor open (1) 120Professional Open (5) 450 Scanner operator Professional Supervisor Open (1) 120Operators (4) 360

    total 1,426

  • The Maryland State Archives Facilities Program

    Page 5 of 26

    ************************************* As outlined in the table of contents, the next section of this Volume will describe the characteristics of each individual spatial element of the facility. Following that section are a series of Design Specification Guidance documents which provide substantial additional information to provide direction to the consultant to be hired to superintend the design and renovation project. Additional documentation is provided in the form of the Program and Specifications document developed by the Department of General Services in April of 1981 to guide the design of the current Archives building in Annapolis. Much of the general design specifications and functional relationships remain the same so we thought this, too, may be of assistance.

  • The Maryland State Archives Facilities Program

    Page 6 of 26

    Space Requirements: Description of each Element Space: Records Storage Area: 115,000 NSF Capacity: 390,000 cubic feet Function: Archival storage for the States permanent record material.. The calculations for the GSF / NSF of this proposed facility were based on known records in custody by cubic feet and the estimated accretion of 13,000 cubic feet of record material per year for roughly 15 years. The assumption was made that the new facility would utilize a combination of the same type of compact / movable shelving at the existing archives building and reconstructed records center shelving taken from the existing rented warehouses. Equip. (Fixed): To maximize space efficiency, the Archives recommends that a portion of the stack areas be constructed of the same type of compact shelving used at the Edward C. Papenfuse building in Annapolis. These mobile, high density units double the storage capacity of any given space by eliminating aisle space. Space conservation should be a consideration not just for the economic benefits of reduced construction costs, but also for environmental reasons. Mobile shelving offers environmental benefits by reducing ongoing energy requirements. More importantly, the tightness with which records are stored actually helps maintain their stability. Finally, they also aid in the retrieval of items given that less energy needs to be expended to get to the record material. To leverage existing investments in regular records center shelving, the Archives would also suggest that the shelving presently used at our rented warehouses, be taken down and reconstructed at the new warehouse. While this will entail considerable labor, we hope to be able to utilize work crews from the prison system to keep the cost reasonable. Equip. (Movable): Storage and retrieval records carts and trucks; steps ladders Utilities: A review of the lighting and fire detection / suppression systems would be in order. Telecomm: Data jacks (or wireless) for computers Special Req.: Solid floor with minimum floor vibration for high density shelving. **********

  • The Maryland State Archives Facilities Program

    Page 7 of 26

    Space: Records Processing Area: 2,500 NSF Capacity: NA Function: Records being accessioned in to the Archives need to be processed before they reach their permanent home in the stacks. Processing tasks may include appraisal work, re-boxing, indexing, location assignment and generally relate to preparing the record material for the stack storage. Equip. (Fixed): Work space counter-tops with ca